Payment Operations And Batch Payment

This chapter explains how payment team users prepare reimbursements for payment, group them into a batch, submit the batch when approval is required, and mark the batch as paid after the transfer is completed.

This chapter focuses on day-to-day payment operations. Use it when you need to create, submit, review, or complete payment batches. If you need analysis, history, audit export, or reporting across many batches, continue to Reports And Audit.

This chapter also covers one operational maintenance action that payment operations or admin users may need before payment is completed: Refresh Bank Data on unpaid reimbursements.

A batch payment usually follows this flow:

1

Review approved reimbursements

2

Create a batch payment

3

Select reimbursements

4

Add attachments or custom fields

5

Save draft or submit

6

Batch approval (if required)

7

Ready To Pay

8

Mark as Paid

The menus and actions you see may be different from other users. Access depends on your role and company configuration.

Payment Menus

This area usually contains these menus:

Menu	What It Shows
Payment Batches	All batch payment documents you are allowed to view or manage.
Payments to Process	Batch payments that are already approved and ready to be paid.
Payment Batch Approvals	Batch payments waiting for approvers. See Approval Guide.

Use Payment Batches when you want to create, monitor, or review batch documents. Use Payments to Process when you want to focus only on batches that are ready for payment execution.

Payment operations or admin users may also work from All Reimbursements or Team Reimbursements when they need to review unpaid claims before batch creation.

These menus are operational work menus. They are different from report menus, which are used for analysis and export after or across the payment process.

Payment Batches

Open Payment Batches.

This page shows batch payment documents in different statuses.

Common columns:

Column	What It Means
Action	Opens the batch detail page.
Date	Batch payment date.
Number	Batch payment document number.
Total	Total amount included in the batch.
Status	Current batch status, such as draft, pending approval, Ready To Pay, rejected, or paid.
Description	A short explanation of the batch.
Created At / Last Updated At	Audit timestamps for the document.

Use the filter area when you want to narrow the list by keyword, date, status, or amount.

Use Add when you want to create a new batch payment.

Payments To Process

Open Payments to Process.

This page focuses on batch payments that are already Ready To Pay.

It is useful when the payment team wants a cleaner operational queue for payment execution without seeing draft or approval-stage batches.

Use this menu when you want to:

1. Review batches that are ready for transfer.
2. Open the batch detail page before paying.
3. Mark the batch as paid after the payment is completed.

If a batch does not appear in Payments to Process, one of these may be true:

1. The batch is still a draft.
2. The batch is still waiting for approval.
3. The batch was rejected and must be reviewed again.
4. The batch has already been marked as paid.

Refresh Bank Data For Unpaid Reimbursements

Open All Reimbursements or Team Reimbursements when you need to refresh bank data before payment is completed.

Use Refresh Bank Data when:

1. the reimbursement owner has updated their bank account profile,
2. the reimbursement has not been paid yet,
3. the payment operations team or admin wants the document snapshot to follow the latest owner bank profile before payment.

Important behavior:

1. This action is only intended for reimbursements that are not yet Paid and not Void.
2. The bank source comes from the current profile of the reimbursement owner.
3. Final documents are skipped and not changed.

Bank Snapshot Behavior

Reimbursement bank data is stored as a document snapshot.

This means:

1. changing a user's bank profile does not automatically rewrite older reimbursement documents,
2. payment and print behavior use the reimbursement document snapshot,
3. the payment operations team or admin can run Refresh Bank Data before payment if the old snapshot must be replaced.

When To Use Refresh Bank Data

Typical cases:

1. the employee changed bank account before the payment operations team created the batch payment,
2. the reimbursement is approved or ready for payment, but the stored bank snapshot is no longer correct,
3. the company wants to align unpaid reimbursements with the latest owner bank profile.

Create A Batch Payment

Open Payment Batches, then click Add.

A batch payment groups one or more approved reimbursements into a single payment document.

Common fields and areas:

Field / Area	What To Fill In
Date	The batch payment date. Some companies may lock or validate this field.
Description	A short explanation for the batch, such as the payment period, team, or payout note.
Batch Attachment	Optional or required supporting file for the batch, depending on company settings.
Custom Fields	Additional company-specific information for the batch payment form.
Selected for Payment	Reimbursements included in the batch.
Draft	Saves the batch without submitting it.
Submit	Sends the batch into the next stage.

Recommended practice:

1. Use a clear description so approvers and payment reviewers understand the purpose of the batch.
2. Confirm that every selected reimbursement is ready for payment.
3. Add the batch attachment if your company uses supporting files for payment review.
4. Check the total amount before submitting.

Select Reimbursements For Payment

In the reimbursement selection area, choose the reimbursements that should be paid together.

This area usually has two tabs:

Tab	What It Means
Select Reimbursements	Shows approved reimbursements that are still available to be added into the batch.
Selected for Payment	Shows the reimbursements that are already included in the current batch.

Use the first tab to find and add reimbursement rows. Use the second tab to review the final batch content before saving or submitting.

The batch payment form normally lets you choose only reimbursements that are already approved and available for batching.

Use one batch when the reimbursements belong to the same payment run, such as:

1. one payout date,
2. one payment processing cycle,
3. one department payout run, or
4. one operational payment group.

Before submitting, confirm:

1. the reimbursements in the batch are correct,
2. the total amount matches your expected payment run,
3. the documents do not belong to another batch already in progress.

Import Reimbursement Numbers Into A Batch

If you already have a list of reimbursement numbers, use the import option instead of selecting them one by one.

The import modal helps you upload a template that contains reimbursement numbers to include in the batch.

Typical flow:

1. Download the template from the import modal.
2. Fill the reimbursement numbers in the template.
3. Upload the completed file.
4. Review the imported rows in the batch before saving or submitting.

Use import when:

1. you are processing many reimbursements at once,
2. the payment team already prepared a reimbursement number list outside the app, or
3. you want a faster way to build a large payment batch.

If import does not add the expected reimbursement, check these points:

1. the reimbursement number is correct,
2. the reimbursement is approved and available for batching,
3. the reimbursement is not already attached to another batch that is still active.

Add Batch Attachments And Custom Fields

A batch payment may also require supporting documents.

Common examples:

Type	Example
Batch attachment	Internal payment summary, transfer list, payment worksheet, or supporting PDF.
Custom field	Payment period, bank reference, project code, or other internal payment information.

Whether these fields are required depends on your company configuration.

If a required batch attachment or custom field is missing, the batch cannot be submitted.

Save Draft Or Submit A Batch

At the bottom of the batch payment form, choose the action that matches your situation.

Action	Use It When
Draft	You want to save the batch and continue later without starting approval or payment processing yet.
Submit	The batch is complete and ready to move into approval or directly into ready-to-pay status.
Cancel	You want to leave the page without continuing the current action.

Practical difference:

1. Draft keeps the batch as internal work in progress.
2. Submit starts the operational flow for that batch.
3. After Submit, the payment team should review the resulting status instead of assuming the batch is immediately Ready To Pay.

What happens after you click Submit depends on your company setup:

1. If the batch payment form uses approval rules, the batch moves into Pending Approval.
2. If no approval rule is required for that batch, it can move directly to Ready To Pay.

This means payment team users should always check the batch status after submitting.

For approval actions and approval review behavior, see Approval Guide.

Review A Ready-To-Pay Batch

Open the batch from Payments to Process or Payment Batches.

Before paying the batch, review these areas:

Area	What To Check
Header	Batch number, date, status, and total amount.
Description	Whether the batch description matches the payment run.
Batch Attachment	Supporting file for the batch, if used.
Selected for Payment	The reimbursements included in the batch.
Timeline / Activity	The current history of the batch, especially if it passed approval first.

Use the reimbursement rows in the batch if you need to confirm the underlying documents before completing the payment.

Mark A Batch As Paid

When the transfer has been completed, open the batch and click Mark as Paid.

The paid modal may ask for:

Field	What It Means
Paid Date	The date the transfer was completed.
Payment Proof	Upload proof of transfer or other payment evidence, if required by your company.

Important behavior:

1. Only batches in Ready To Pay can be marked as paid.
2. Some companies require payment proof before the action can be completed.
3. After a batch is marked as paid, the batch status becomes Paid.
4. Reimbursements inside the batch are treated as paid through the batch payment process.

Recommended practice:

1. Upload a clear payment proof file when available.
2. Use the actual transfer date as the paid date.
3. Review the reimbursement list inside the batch before completing the action.

Batch Payment Statuses

These statuses help payment team users understand where a batch currently sits in the process.

Status	Meaning
Draft	The batch is saved but not submitted.
Pending Approval	The batch has been submitted and is waiting for approver decisions.
Ready To Pay	Approval is complete, or approval is not required, and the batch is ready for payment execution.
Rejected	The batch was rejected and must be reviewed by the payment team before it can continue.
Paid	The batch has been completed and marked as paid.

If a batch is rejected, the reimbursements inside that batch return to the approved stage so they can be reviewed and included in another batch later.

Batch Attachment Preview

Attachments in batch payment pages follow the same preview behavior used in reimbursement pages.

That means:

1. image files can open in a full-screen preview,
2. PDF files can open inline when supported,
3. other file types may only provide download,
4. Open in new tab appears only when preview is supported.

Use preview when you want to verify batch evidence without downloading the file first.

If you need history, trends, or export across many batch documents instead of completing daily payment actions, continue to Reports And Audit.

Common Problems

Problem	What To Do
You cannot see Payment Batches or Payments to Process.	Ask your administrator to review your role access.
A reimbursement does not appear when building a batch.	Check whether it is approved, already in another active batch, or not available for payment yet.
Import does not add the reimbursement number you expected.	Check the number format, approval status, and whether the reimbursement is already attached to another batch.
Submit does not move the batch to Ready To Pay.	The batch may require approval first. Check the batch status after submitting.
You cannot mark the batch as paid.	Make sure the batch is already Ready To Pay and that all required fields, including payment proof if required, are filled.
The batch was rejected.	Review the reject note, update the batch if needed, and rebuild the payment process.
The payment proof field is missing.	Your company may not require payment proof for that batch payment form.
Refresh Bank Data is not available or cannot be used.	Check permission and reimbursement status. The action is intended for unpaid and non-void reimbursements only.
You need to know how approvers review the batch.	See Approval Guide for reimbursement and batch approval actions.